COE Educational Research and Budgeting Office
Preparing a Budget
Note:NMSU Policy requires that all proposals being submitted receive central review and approval. To ensure that your proposal meets the submission deadling, please consult with the Assistant Director of the Education Research Center immediately upon deciding to respond to an RFP.
Faculty Time
One course release is counted as 25% of your salary during the period of release (i.e. semester or academic year). In most cases you should budget 25% of your salary for release from one course, if this is possible given the guidelines in the RFP to which you are responding.
Summer Salary
The maximum that can be during summer is one third of the average of the previous 9 month salary and the upcoming 9 month salary. Summer I salaries are based on the previous 9 month salary and Summer II salaries are based on the upcoming 9 month salary. Weekly summer salaries can be calculated by dividing the appropriate 9 month salary by 36 weeks.
Graduate Assistant Salaries
| Level I | Level II | Level III | Dates | |
| Academic Yr (.5) | $13,900 | $14,100 | $14,300 | 8/18/04-5/10/05 |
| Monthly | $1,390 | $1,410 | $1,430 | |
| Semester (.5) or Acad Yr (.25) | $6,950 | $7,050 | $7,150 | 8/18/04-12/14/04, 1/10/05-5/10/05 |
| Semester (.25) | $3,475 | $3,525 | $3,575 | |
| Annual (.5) | $16,990 | $17,235 | $17,480 | 7/1/04-6/30/05 |
| Summer I (.5) | $2,010 | $2,040 | $2,070 | 5/21/04-6/30/04 |
| Summer II (.5) | $2,085 | $2,115 | $2,145 | 7/6/04-8/12/04 |
| Max Hourly | $15.01 | $15.31 | $15.60 | |
Current Indirect Cost Rate (IDC)
The standard University Indirect Cost rate is 39.0% as of 7/3/02.
Indirect Costs go to the certified institution to develop and maintain the
infrastructure that will support grant activities. This is the money that
pays for the services that prepare final budgets, format and submit grants,
administer grant funds, and in general, establish a secure environment so
that researchers can proceed about the business of research without having
to establish, maintain or manage the administrative staffs necessary to meet
grant certification and audit regulations.
Indirect Cost rates are negotiated between the University and the Office of Naval Research (ONR). These are called "standard rates", and apply to all external funds unless the agency has placed a cap on the rate it will allow. Not all government grants pay standard overhead rates. What is allowable varies by RFP and is specifically stated in that RFP. Many RFPs, especially those for the physical sciences, pay the full negotiated rate. Others, including many Education and social sciences RFPs, specify rates much lower than the standard rates. The decision to apply for a grant that is not going to allow the standard rate requires the prior approval of the Associate Dean for Research and the Vice Provost for Research. Consult with the Education Research Center Assistant Director regarding the protocol for this request. In general, it is University policy to request the full IDC allowed by an agency.
Most Education awards earn much less than full F & A. The difference should
be calculated as cost sharing on all RFPs where cost sharing is
a line item, as it frequently is. However, F & A cannot be volunteered
as cost-share if the sponsor will allow a higher rate. F & A, also
sometimes called "overhead" or IDC, does not apply to equipment,
student tuition & stipends, and subcontracts in excess of $25,000.
F & A is distributed to the College of Education by the Budget Office which
retains 33.5% for central administration costs, 5% of which is allocated to
Library costs and 1.5% for the Building Component. Of the F & A returned to
the College, 25% is returned to the Department unless a project earns 10%
or more F & A, in which case, the department receives 30%.
There is good news and bad news regarding the Indirect Cost funds. The good news is that the grant preparer does not need to calculate the Indirect Cost details. These will be developed by the ERB Assistant Director who is responsible for actual grant submission. The bad news is that researchers cannot plan to spend these funds as part of the their efforts.
Facilities and Administration Rate
| Project Type | F & A Rate | |
| Organized Research (On Campus) | 44% | |
| Organized Research (Off Campus) | 27.3% | |
| Public Service (On Campus) | 28.3% | |
| Public Service (Off Campus) | 24.9% | |
| Sponsored Instruction | 44% |
Fringe Benefits
- Regular staff and 9-month faculty: 28% of gross salary
- Temporary staff and summer faculty: 15% of gross salary and supplemental compensation
- Graduate Assistants and other student employees: 0% of gross salary